Function of the Position:
Coordinates the logistics and daily operations of the executive office; provides administrative support to the board and provide administrative support to the Global Leadership Team (GLT) members. The Senior Administrative Coordinator plays a key role in keeping the CEO’s office organized, on track, and moving forward efficiently and effectively. Areas of responsibility include scheduling executive office appointments, meetings, travel, handling board meeting and retreat logistics, as well as handling projects and data management tasks as assigned. He/she must be able to handle details of a highly confidential and critical nature and must function successfully in a fast-paced professional environment. The incumbent must also have a demonstrated ability to coordinate multiple tasks/projects and manage competing priorities and deadlines.
Roles and Responsibilities:
This position reports directly to, and takes direction from the CEO, and coordinates certain activities with the SVP/General Counsel.
- Coordinate CEO’s calendar and schedule; anticipate material needed daily to assure the CEO is fully prepared for all appointments and deliver material in advance; proactively bring together appropriate people and resources to help the CEO maximize efficiency and effectiveness.
- Complete projects and special assignments for the CEO as needed.
- Serve as the primary contact for scheduling internal and external meetings of the Office of the CEO; accommodate last minute requests and changes to the CEO’s calendar and schedule with ease; manage messaging outside of the office of the CEO when this occurs.
- Organize and keep track of external contacts for CEO, proactively understanding who they are, which are priority contacts, and how to organize and keep track of communication with priority contacts.
- Draft correspondence, memos and/or reports for CEO’s review and signature; disseminate copies of correspondence or other materials from the Executive Office as required.
- Make the CEO and the global leadership team’s travel arrangements; prepare the resulting travel expense reports; proactively coordinate the pre-planning of trips with various internal teams, arranging appropriate travel, visas, agendas and necessary contacts, country information, DAI marketing materials, and make other necessary preparations.
- Check deadlines on incoming requests and process replies on own initiative or from CEO’s direction or notes.
- Assist with preparation for Board meetings, GLT retreats and regular GLT meetings.
- Arrange board member travel and handle expense reimbursements.
- Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
- Handle confidential information in a professional and discreet manner.
- Coordinate certain special events and corporate events, such as picnics, brown bags, lunches, sports tickets, event tickets, celebrations, etc.
- Handle various administrative tasks efficiently and effectively, including copying, reviewing outside mail, drafting correspondence, screening phone calls when requested, and maintaining executive files as needed.
- Serve as a notary public for the company.
- Maintain personal information systems and contact databases.
- Grade 5: Bachelor’s degree and two years of experience in an administrative support role.
- Grade 6: Bachelor’s degree and three years of experience in an administrative support role.
- Grade 7: Bachelor’s degree and four years of experience in an administrative support role.
- Demonstrated ability to handle confidential information appropriately.
- Demonstrated attention to detail and initiative taking to ensure completion of activities.
- Strong organizational and time management skills to plan and coordinate multiple activities.
- Demonstrated interpersonal, communication and customer service skills.
- Exceptional skills at the advanced level with MS Office (Excel, Word, and PowerPoint), as well as Oracle and Lotus Notes, or equivalent enterprise and mail systems.
- Superior calendar management skills including experience with Lotus Notes or similar software.
- Experience in arranging complex travel itineraries and technology driven meetings.
- Ability to handle multiple priorities with a high sense of urgency; good judgment in managing people, places and things.
- Serve as front line point of contact by phone and email for DAI executives.
- Occasional travel and some errand running duties are required.
Equivalent combination of experience and/or education will be considered.
DAI is an equal opportunity/affirmative action employer with a commitment to diversity. All individuals, regardless of personal characteristics, are encouraged to apply. EOE – Minorities/Females/Disabled/Veterans